Question

You and four friends have developed a new environmentally friendly heater. You all have extensive business experience. Together, you have established a new company, Green Heaters Pty Ltd ACN 512 302 XXX, which will manufacture and sell the new heater to wholesalers. The five of you will comprise the board of directors. The board has forecast that Green Heaters Pty Ltd will sell 650,000 heaters in the first year and will employ 100 staff.

You have been given the task of designing and developing the standard documentation which will be used by Green Heaters Pty Ltd. You must present details of your plans to the board of directors. Prepare a comprehensive report (5 pages) for the board members in which you explain what Green Heaters will do to manage the design and development of business documents. The report must explain details of the methods and processes you will use to produce high quality documents.

In the report, you should provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements. You should explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.

Your report should detail the strategies you will use to ensure employees use standard documents productively. Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term. It must include prototypes of at least five documents, together with a sample of the written instructions which could be provided to employees who will use those documents.(in 300-350 words)

Answer 1

Writing a five page document is a bit of a challenge, that too within a time limit. Following is a guideline for you to expand upon. Cheers

What Green Heaters will do to manage the design and development of business documents

The firm can design a hierarchical document system to streamline the design and development of business documents. For e.g., the regulations that the entire company is required to follow should be at the top of this pyramid and will be under the supervision of the board members.

The subsequent levels can increase in terms of granularity.

  

Details of the types of documents which you will produce

1. Quality manual: This will detail the broad regulations that the company will follow
2. Policies: This will explain broadly, how specific good manufacturing practice aspects (such as security, documentation, and responsibilities) will be implemented
3. Standard Operating Procedure: This will be a detailed document that will give a step—by—step account of how any of the critical processes are to be performed
4. Batch Records: This will provide a step-by-step instruction for production related tasks and activities
5. Test Methods: This document will be a guide for the quality check team and will have a list of all the tests that are to be performed for QA
6. Specifications document: This will list the requirements that the heater must meet before being shipped out to wholesalers
7. Logbooks: This will be a document that will record all time bound activities which might include change controls, maintenance records of machinery in plant, etc

Strategies you will use to ensure employees use standard documents productively

Regular training in terms how to access the documents, how to read and interpret, sharing of best practices, and taking signed declarations from employees that all procedures are being followed as laid in the documents.